Gate Reviews & PWin Scoring

Overview

Gate Reviews in GovDash let you and your team review opportunities in stages, helping you identify fit and risk before investing more resources. Review capture questions as a team, collaborate with comments and @mentions, assign approvers in parallel or sequential order, request changes, track every action in an exportable audit log, and generate review presentations. You can also use PWin Scoring to rate weighted win factors, see a bid recommendation, and track how your probability of win changes from phase to phase.

Accessing and Running Gate Reviews

To access Gate Reviews within an opportunity, select Gate Reviews from the left-hand navigation menu.

Starting a Gate Review

Each phase has its own gate review that you can run. Click Start Gate under the phase you want to review to set its status to In Progress. Once you have assigned your reviewers (see the next section), notifications will be sent to request approval from the currently assigned reviewers, following the parallel or sequential order you configured.

Assigning Reviewers

To run a gate review of a phase, assign reviewers from your team using the Add Reviewers button under the Reviewers section. You can assign as many reviewers as you want and change them at any point.

Configure your approval chain to either Parallel or Sequential.

• Parallel —  Reviewers can approve at the same time. Reviews do not depend on each other.

• Sequential —  Reviewers approve in order. A reviewer is blocked until the previous approves.

Assigned reviewers receive an email with a link to the opportunity’s review page, notifying them that they’ve been selected as a reviewer and to take action.

Pre-Configuring Reviewers and Approvals

As part of the Capture Plan Template feature, you can pre-assign reviewers for specific phases, pre-configure approval chain modes per phase, and configure settings for auto task creation and auto-advancing gates upon approval.

Permissions

GovDash allows you to configure roles to allow (or remove) permission to be an approver for a gate review. Please have your GovDash administrator review our support documentation on Roles & Permissions here.

Reviewing a Phase

Within a phase, the Questions subtab is organized into three sections so reviewers can focus on what matters:

• All Questions — every question for the phase.

• Unanswered — only the questions that still need answers.

• Comments — questions that have comments attached to them.

Click into any question to view its answer. You can leave comments on a question and tag (@mention) specific teammates to bring them into the conversation, then post the comment.

Reviewers can also quickly jump to a phase’s questions by selecting the icon next to the answered-questions count in the phase status box, which takes them to that phase’s questions.

Approving, Rejecting, and Requesting Changes

Each assigned reviewer acts on the current gate. Reviewers have three options:

• Approve — approve the current gate, optionally adding comments.

• Reject — reject the current gate, optionally adding comments.

• Request Changes — flag specific questions from the current gate and request changes on them. The review then shows that changes have been requested, so the team knows exactly what needs attention.

If a reviewer approves by accident, they can rescind their approval at any time before the phase is marked complete.

Completing a Phase

Once a phase is approved, the reviewer(s) mark the phase as complete in order to advance. Marking a phase complete automatically moves the opportunity to the next phase for the next gate and updates everything below it, the page refreshes to show the new set of capture questions for the next gate. Your previous reviews remain available at any time from the Past Gate Reviews tab.

Exporting a Gate Review to PowerPoint

Need to present your gate review to leadership or walk a bid/no-bid board through the details? You can export any gate review as a polished, GovDash-branded PowerPoint (.pptx) in a single click, no copying and pasting required.

Open the opportunity, then select Gate Reviews in the opportunity navigation to open the gate review panel. In the top-right of the panel, click the Export Review button.

The generated presentation includes:

• A title slide with the gate name (for example, “Gate 2: Solution Review”), the opportunity name, and key metrics: overall review status, number of reviewers, questions answered, and the date generated.

• A subcategory overview slide for each capture subcategory, showing how many questions were answered and who’s assigned, alongside the list of questions in that subcategory.

• A content slide for every capture question, with its full answer (long answers automatically continue onto additional slides) plus the subcategory, question weight, and assignees.

• A reviewer summary table listing each reviewer, their color-coded status (approved, rejected, changes requested, in review, or pending) and their reason, with an overall status badge and a count of how many reviewers approved.

Resetting a Review

You can reset a review to clear the current approval progress and start the review over. A flag control lets you indicate which section a question belongs to and whether it is answered or unanswered, giving your team a clean, organized starting point for the next round of review.

Audit Log

Gate Reviews include a full audit log that records every action taken during the review: who requested changes, who added or removed reviewers, who changed gates, and who approved or rejected. The audit log is fully exportable, giving you a complete, shareable record of the review process for compliance and internal tracking.

Configuring PWin Scoring

Before your team scores an opportunity, a user with permission to manage Capture settings must configure PWin in the capture plan template used by the opportunity.

1. Go to Settings > Capture and find Capture Plan Templates.

2. Select Manage on the template, then open the PWin tab.

3. Under Rating Scale, select 0-5 or 0-10. This scale is used for category and question ratings.

4. Under Score Bands, define the percentage ranges used for the Recommendation card. If the section is empty, select Populate with Defaults to add No-Bid (0-33%), Watch (34-66%), and Pursue (67-100%). You can rename bands, edit their descriptions and ranges, change their colors, select Balance, or select Add Band.

5. Under Categories, define the factors that drive the PWin calculation. Each category includes a name, description, Weight, Scorable from Phase, and Related Questions. Category weights must total 100%. Leave Scorable from Phase empty to use the category in every phase. A capture question can be linked to only one PWin category.

6. If the section is empty, select Populate with Defaults to add:

   • Customer Relationship — 25%

   • Competitive Position — 25%

   • Past Performance — 20%

   • Pricing — 15%

   • Risk — 15%

7. Close the template editor. If GovDash displays Unbalanced Configuration, select Cancel to adjust the configuration or Reset & Close to redistribute it automatically.

Reviewing PWin Scores

Open an opportunity, select Gate Reviews from the opportunity navigation, and open the PWin tab. PWin ratings are specific to the current capture phase.

Summary

The Summary section gives you an at-a-glance view of the current phase:

• Overall Score — the weighted PWin percentage for rated categories. When a previous phase has a score, this card also shows the point change.

• Recommendation — the score band that contains the current overall score and the band's percentage range.

• Strongest — the highest-rated category. When available, the card also shows the strongest category from the previous phase.

• Weakest — the lowest-rated category. When available, the card also shows the weakest category from the previous phase.

Current Scoring

The Current Scoring section lists the categories configured for the current phase. Each category shows Score: value and Weight: percentage% badges. Select a category to expand or collapse it, or use Expand All and Collapse All.

Inside an expanded category:

1. Use the category slider to give the factor an overall rating. The rating saves when you release the slider.

2. Use the linked-question sliders to rate the capture questions associated with the category. Select a question's text to open the full question and answer.

3. Use the category comments area to explain the rating, add context, and collaborate with teammates.

A category score uses the category rating and the average of its rated linked questions. When both are rated, GovDash averages those two values; when only one is rated, GovDash uses that value. The Overall Score applies the configured category weights to rated category scores, rounds the result to a whole percentage, and displays a minimum of 5% and a maximum of 94%. Unrated categories and questions are not included.

Questions linked to a PWin category also show the category name and rating slider in the Questions tab, so you can score them while reviewing their answers.

Add comments beneath each category to preserve the reasoning behind the rating for teammates and future gate reviews.

If GovDash displays No PWin template configured, No categories for this phase, or No questions in category, use the capture plan template link in the message to update the template's PWin configuration.

Tracking PWin on the Opportunity Overview

The PWin widget on the opportunity Overview shows how scoring changes across capture phases.

• The line chart plots the overall PWin score by phase.

• Current Scores shows the current score for each rated category.

• Score Progression shows category scores by phase and a Delta column for the change from the first scored phase.

• Select the arrow in the widget header (Open Scoring Tab) to return to the gate review's PWin tab.

Generating a Review Presentation and Reviewing Previous Reviews

Generate a review at any point to produce an overview presentation of the current phase and all previously approved phases in an easily digestible format. The presentation gives you and your team a full view of where you stand: key opportunity details, the number of capture questions answered, your team’s recorded answers (including answers to questions from previous gates), current review progress, the list of reviews, and more.

To generate a review presentation, click the Generate button within the Past Reviews tab. Anyone can generate a review presentation at any time, it is not limited to the approvers assigned to the gate review.

Generating Reviews

After each gate review is approved, a presentation is generated automatically, so you do not need to generate one manually.

You can view any generated presentation by clicking on the review title, or delete any previous review presentation by selecting the Delete option under the three-dot action menu.

Creating Tasks

Use the Tasks tab to create new tasks tied to this specific opportunity directly within the gate review. This keeps follow-up items and their owners attached to the review, where your team is already working, so nothing slips between gates.